You can define groups of account numbers that are included in Income Statement/Balance Sheet spreadsheets (both Detail and Compact formats) and Journal Entries spreadsheets. To actually display the account numbers in the spreadsheets, go to File/System Options, select Account Numbering, and check the box marked “Include account numbers on spreadsheets.” These can facilitate feeding data into other accounting systems. Account number groups can be used either to be the complete numbers for groups of leases, or to provide the base codes that then are customized for individual leases. You can also use a user-defined field to put a suffix on selected accounts.
Account number groups are defined in System Options, by clicking on the Account Numbering button. Account numbers for a specific lease are selected on the Acct Numbers tab of the main lease entry screen.
The account number group “(blank)” is provided to facilitate clearing all account number fields. This group cannot be deleted or changed.
To create your own account number group, click on Add Group. Enter a name for the group, then enter as many account number values as you wish. When you are finished, click Save Group.
To delete an existing account number group, select it from the group list, then click Delete Group.
To make changes to the account numbers for an existing group, select the group from the group list, make the changes desired, then click Save Group.
Combination Account Number
You may want to make certain account numbers a combination of a fixed number and a lease-specific code. For example, the account number to be used for uploading into your general ledger may include both the overall account number and a division code or cost center, perhaps separated by a dash.
The lease-specific value may be before or after the account number (choose Prefix or Suffix), with an optional separator. The lease-specific value must be stored in one of the user-defined fields. Click the box next to each account which should have the combination. (The combination is created for all numbers for a particular account, no matter which group is chosen for a lease, or if the lease's account numbers are customized.) You may set all accounts to the same status (on or off) by holding down the Shift key when changing any individual checkbox.
Group Database Location
By default, the database which stores the account number group information is stored in EZLease’s data folder (C:\ProgramData\LeaseAccelerator\EZLease for Windows Vista, 7, and later; C:\Documents and Settings\All Users\Application Data\LeaseAccelerator\EZLease for Windows XP,). However, you may want to store the groups database in a different location, perhaps because you have purchased seat licenses to use EZLease on multiple computers and want a common list for all computers, or you need to have the database on a network server to be properly backed up. The name of the database is “Account numbers.mdb”; this name cannot be changed.
If no groups database exists in the folder chosen, the existing database is copied over. If one already exists, you have the option to keep it or to copy the database from its previous location.
Include Account Numbers on Spreadsheets
Check this box to output account numbers on spreadsheet output reports. If unchecked, account numbers chosen are still visible on the lease record, but are not output (except on the Listing report).